Accounts Receivable Reference and Maintenance E-Docs: System Information

Transcription

1 Accounts Receivable Reference and Maintenance E-Docs: System Information Table of Contents Overview... 1 Document Layout... 2 Edit System Information Tab... 3 Edit Object Codes Tab... 3 Edit University Clearing Account Tab... 4 Edit Remit To Information Tab... 4 Overview The System Information document defines data specific to each accounts receivable processing organization. Processing organizations are centralized units responsible for processing payments for invoices generated by the billing organizations in the Accounts Receivable module. Each billing organization reports to one processing organization. This relationship is defined using the Organization Options document. Each processing organization has a unique lockbox and clearing account that is defined by the System Information document. This document is also used to specify some of the object codes and other accounts used in the various accounts receivable transaction e-docs. The clearing account defaults are used to create ledger entries for the Cash Control and Payment Application documents. These defaults are used for cash control payments received from the lockbox process with the medium type of 'Check' and for offset entries with medium types of 'Wire' and 'Credit Card.' These defaults also are used for Payment Application e-docs with any medium type. The wire account defaults are used to create ledger entries for the Cash Control and Payment Application documents when payments are received from the electronic payment claim process for the 'Wire' medium type. KFS AR System Information Page 1 of 5 7/20/2015

2 Document Layout The System Information document includes the Edit System Information tab, the Edit Object Codes tab, the Edit University Clearing Account tab, the Edit Wire Account tab, and the Edit Remit To Information tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing. KFS AR System Information Page 2 of 5 7/20/2015

3 Edit System Information Tab Edit System Information tab definitions: University Fiscal Year University FEIN Processing Chart Code Processing Organization Code Lockbox Document Initiator Principal Name Lockbox Document Initiator Name Lockbox Number Active Indicator Edit Object Codes Tab Required. The fiscal year relative to accounts receivable processes. All information in this document applies to the specified fiscal year. Required. The university Federal Identification Number. This is used on the header of printed statements and invoices to customers. Required. The chart code of the organization that will be processing the payments for the billing organizations that report to them as defined in Organization Options. Required. The organization code of the organization that will be processing the payments for the billing organizations that report to them as defined in Organization Options. Required. The principal name of the initiator of the Cash Control document when the document is created by the lockbox process. Existing initiators may be retrieved from the lookup. Required. The full name of the lockbox document initiator. Existing initiators may be retrieved from the lookup. Required. The bank identifying number for the lockbox. (No two processing organizations can have the same lockbox number in a given fiscal year.) Indicates whether this system information is active or inactive. Edit Object Codes tab definitions: Credit Card Object Code Required. The object code used when generating the debit ledger entries for the medium type of 'Credit Card' on the Cash Control document. Existing object codes may be retrieved from the lookup. KFS AR System Information Page 3 of 5 7/20/2015

4 Discount Object Code Required. The object code used when creating a discount line on the customer invoice. Existing discount object codes may be retrieved from the lookup. Edit University Clearing Account Tab Edit University Clearing Account tab definitions: Chart Of Account Account Number Sub Account Number Object Code Sub-Object Code Edit Remit To Information Tab Required. The Chart of Accounts code for the clearing account to be used when processing accounts receivable activity. Required. The account number used as a clearing account when processing accounts receivable activity. Existing clearing account numbers may be retrieved from the lookup. Optional. The sub account number used as a clearing account when processing accounts receivable activity. Existing clearing sub account numbers may be retrieved from the lookup. Required. The object code used as a clearing account when processing accounts receivable activity. Existing clearing object codes may be retrieved from the lookup. Optional. The sub-object code to be used for unapplied payments in processing accounts receivable activity. Existing sub-object codes may be retrieved from the lookup. This field will be used in the General Ledger entries for amounts entered in the Unapplied section of the Payment Application document and used as an offset in the Payment Application document when these unapplied funds are subsequently applied. This segregates unapplied funds in the General Ledger to help in reconciling the AR clearing accounts. Remit To Edit Remit To Information tab definitions: Required. The remit-to name. This is the name accounts receivable customers are instructed to make their checks payable to when receiving a printed customer invoice or billing statement. KFS AR System Information Page 4 of 5 7/20/2015

5 Address Line 1 Street Address Line 2 Street Address City Name State Postal Code Required. The name or title for the organization's remit-to address. Required. The first line of the remit to street address. Optional. The second line of the remit to street address. Required. The familiar name of the city in the remit to address. Required. The state abbreviation of the remit to address. Existing state abbreviations may be retrieved from the lookup. Required. The postal code of the remit to address. Existing postal codes may be retrieved from the lookup. KFS AR System Information Page 5 of 5 7/20/2015